The layout, part by part
| Part | Rule | Example |
|---|---|---|
| Recipient's name and address | Copy the name, job title and address exactly as the task gives them, one item per line, at the top left. Do not add details the task does not give. | Ms Ruth Engel Nurse Unit Manager Harbourside Aged Care 12 Quay Street Portview |
| Date | Use the date the case notes or task give as today's date, written in full so it cannot be misread. | 22 October 2026 |
| Salutation | Use the reader's title and surname. If the task gives no name, use 'Dear Sir/Madam'. Never use the reader's first name. | Dear Ms Engel, |
| Re: line | Give the patient's full name and, if the notes give it, the date of birth. It tells a busy reader at a glance who the letter is about. Some writers place it above the greeting; either is fine if you are consistent. | Re: Mr Alfred Brennan, DOB 09/03/1940 |
| Body paragraphs | Four or five paragraphs, each with one job, separated by a blank line. Write in full sentences: no headings, bullet points or note form. | Paragraph 1 states the purpose; the last paragraph lists your specific requests. |
| Sign-off | Match the close to the greeting: 'Yours sincerely' after a named reader, 'Yours faithfully' after 'Dear Sir/Madam'. | Yours sincerely, |
| Your name and title | Write your role. If the task gives you a name, use it; if not, do not invent one. | Registered Nurse |
A paragraph plan that fits most tasks
| Paragraph | What goes in it | Example |
|---|---|---|
| Opening (purpose) | Who the patient is, why you are writing now, and what you need from this reader, in one or two sentences. | I am writing to refer Ms Noor Haddad, 46, for assessment of a breast lump she noticed two weeks ago. |
| Relevant background | Only the history that affects the request: relevant conditions, medicines, allergies or risk factors. Leave out old, resolved problems. | Her mother was diagnosed with breast cancer at 52, and she takes no regular medication. |
| Current situation | What has happened this time: findings, results, treatment and how the patient is now. Group related results into one sentence. | On examination, there is a firm 2 cm mass in the left breast, with no palpable axillary nodes. |
| Social and practical factors (if needed) | Home situation, carers, mobility or concerns, but only when they change what the reader will do. | She is anxious about the result and would prefer to be contacted by phone. |
| Requests (purpose expanded) | Exactly what you want the reader to do, when, and what to watch for. This is where the purpose from paragraph one is delivered. | I would be grateful if you could see her urgently and arrange imaging and a biopsy as appropriate. |
Rules that cost marks when they're broken
- Write full sentences; note form and bullet points are not letter format.
- Refer to the patient by title and surname (Mr Brennan) and keep that form throughout.
- Do not use contractions: write 'he is' and 'did not', not 'he's' and 'didn't'.
- Choose information from the reader's point of view, not in the order of the case notes.
- Group related facts: put all normal results or all missed appointments in one sentence.
- Spell out abbreviations the reader may not use; MRI, CT and ECG are fine for anyone.
- State facts, not judgements: '30 cigarettes a day', not 'heavy smoker'.
- Check every tense against the notes: done, ongoing or planned are not interchangeable.
Common mistakes and the fix
| Mistake | Fix |
|---|---|
| Purpose only half done: the letter opens with 'I am writing to refer…' but never says what the reader should actually do. | State the purpose in the first sentence, then expand it in the last paragraph with specific actions, timing and frequency. |
| Inaccurate transfer: the sentence is grammatical but changes the meaning of the notes, such as 'lives near her daughter' for 'lives with daughter'. | Reread each fact against the case notes, including tense: a medicine already started is not one that 'will be started'. |
| Irrelevant information: details the reader does not need, or complaints that are outside their role. | For each note, ask: will this reader do anything differently because of it? If not, leave it out. |
| Information not grouped: several notes on the same theme spread across the letter as separate sentences. | Summarise repeated events in one sentence, for example 'She missed three of her last four appointments.' |
| Informal or judgemental tone: first names, contractions, or labels such as 'alcoholic' or 'non-compliant'. | Use title and surname, full forms and neutral facts: 'drinks about six standard drinks a day', 'has not been taking her inhaler'. |
| Abbreviations that do not suit the reader: specialist shorthand in a letter to a community nurse or a carer. | Write the full term unless the reader would use the abbreviation themselves, or it is more familiar than the full form (MRI, ECG). |
| Copying the order of the case notes: name, history, social details, admission, in the order they were printed. | Plan paragraphs by job (purpose, background, current situation, requests) so the key information is easy to find. |
Letter types: structure, template and a full sample
Lessons: Purpose: tell the reader what you need, Layout and paragraphs: a letter the reader can scan, Choosing what to keep from the case notes.
Questions candidates ask
Does OET writing have a template?
There is no official template; any clear, consistent layout is accepted. A structure helps you plan, but memorised sentences do not: OET's own writing guide says top Purpose marks need flexible language that fits this patient, not phrases learnt by heart.
Can I write my OET letter in capital letters?
On the paper test, yes, as long as you use capitals consistently throughout. On the computer test you type, so normal capitalisation is the natural choice.
Do I need a subject line (Re:) in an OET letter?
No single layout element is compulsory, but a Re: line with the patient's name and date of birth is standard practice and lets the reader see at once who the letter is about. Most well-organised letters include one.
What date do I write on an OET letter?
Use the date the case notes or task give as today's date, written in full, such as 22 October 2026. Do not use the admission date or the date of the patient's last visit.
Is 220 words too many for an OET letter?
Not automatically. Word count alone is not penalised, but 220 words is a signal to check whether every sentence helps the reader. Long letters usually contain irrelevant detail, which costs marks for Conciseness and Clarity.
Sources
Last checked 22 Oct 2026. Rules and prices change: confirm on the official page before you book or apply.
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